OpenText VIM: Basic configuration for

Document Processing (DP) document types

Audience: This is for those who are familiar with OpenText VIM.
Introduction
OpenText VIM is packaged solution for managing invoices. With OpenText VIM one can better manage
the workflow of the invoices, pay correct amount to vendors, create various types of invoices, get the aging
report, keep check and various validations (document type, invoice information etc.), elimination of errors and
duplicate check. Having a highly configurable design allows VIM to accommodate various business scenarios
and cater needs to various organizations.
VIM preprocess data before creating SAP document. Once system validates all the business rules and pass
the document then document in SAP is created. DP comprises of following:
Components

Description

Document Type

Highest level attribute. It determines screen layout

and SAP transaction to be called.

Process Type

Each document type needs at least one process type.

It affects the process flow. It determines initial actors
and collaboration options available to actors.

Business Rules

Sets of logical conditions required for validating data

from external systems.

Roles

Grouping of actors in various categories

Options and option types

The two basic options are: Actions and Referrals.

Actions are based on transactions or workflow tasks.

Duplicate Check infrastructure

For configuring different duplicate check logic

Configuring DP document types

OpenText provides standard document types for most of the scenarios however one can create a custom
document type by following below steps:
1. Create SAP ArchiveLink Doc Types: Go to T-Code OAC2 and create new SAP ArchiveLink document type
by providing values for Document Type, Description and Document Class.

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OpenText VIM: Basic configuration for Document Processing (DP) document types

It is recommended to maintain one SAP ArchiveLink for each DP doc type even if the process is same as it
allows separation of database and custom functions.
2. Create new DP Doc Type:
a. Go to T-code /n/OPT/VIM_1CX1
b. Click on 'New Entries' button (In case you wish to edit existing one then double click on the document
type)
c. Enter following details: Description, Document Index Type (Indexing using OCR, Online Indexing, No
Indexing, and Indexing using IDOC), Invoice Type, Number Range, SAP FI Doc type, Archive Doc Type, Line
Item Data, Duplicate Check Group, Duplicate Check Role, Default Process type, Posting Role, Rescan Role,
Check Display Index Data checkbox, Check Skip Dashboard checkbox and Check Display Image checkbox.

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OpenText VIM: Basic configuration for Document Processing (DP) document types

NOTE: Indexing is a process of filling up the invoicing details in the DP document.

3. Define Process Type:
a. Got to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type
b. Double Click on Document Process and select the process type. Click on Details button

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OpenText VIM: Basic configuration for Document Processing (DP) document types

c. Check the Active checkbox button. Select the value of BDC transaction ID and Background Tran ID (BDC
transaction ID is used to process an SAP transaction to create SAP document in user context. Background
Tran ID is used to process SAP transaction to create SAP document in background). Enter value of Autopost
flag (X: for background processing) and parking reason.

4. Configure Index screen option:

a. Go to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type.
b. Double click on Index Screen Option and click on New Entries Button.
c. Provide following details: Process Type, Description, Current Role (Role which processes the Work Item),
Check on Allow Changes check box, check Show Duplicates check box, select Initial Tab (Dashboard and
Index Data), Select Enable Simulate in case you want to skip certain business rules, check Disable Obsolete
check box in case you want to hide obsolete button in dashboard and check Disable Rescan check box in case
you want to hide Rescan button in dashboard.

5. Configure Automatic Image Display:

a. Go to T-Code SM30 and enter /PTGWFI/Z_CONST in Table/View and Click Maintain.

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OpenText VIM: Basic configuration for Document Processing (DP) document types

b. Under product code 005 double click constant DASHBOARD_IMAGE_AUTO. Enter value X and save.
6. Define Process Type determination sequence:
a. Go to T-Code /n/OPT/VIM_1CX1. Select the create document type and double click on Proc. Type. Det.
Sequence.
b. Enter following details: Step Id, Process type, check Exclude from Simulate checkbox to exclude business
rule from simulation and check Bypass
possible checkbox to enable bypass of business rule

c. Select the step and double click on Sequence Steps. Enter value for Step Sequence, Field Name for the
field that needs to be validated, check type (Table Field, Check Function, Constant Value, Required Field)

7. Maintain PO line Determination: When data is captured from external system then PO line number might not
be supplied thus this step helps to determine the PO line number in such scenario.
a. Go to /n/OPT/VIM_POL
b. Enter PO Line Det. ID (should start with 1), Check Function (custom function to determine PO line
number. It is blank by default and OpenText standard function module is used).
c. Double click on PO Line Determination Fields and maintain fields you to bed used for PO line
determination and save.

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OpenText VIM: Basic configuration for Document Processing (DP) document types

d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter the value for Determination Logic ID.
Save.
8. Maintain Tax Code Determination:
a. Go to T-Code /n/OPT/VIM_1CX1. Double click on Document Type and select the radio button for required
option. In order to get the tax code from vendor master then select 'Tax Code from Vendor Master'.
b. In case tax is determined using OpenText tax table (table: /OPT/VIM_TAX_CFG) use t-code /n/OPT/
VIM_BL_TAX_CFG
c. Select applicable checkbox for tax calculation (Auto Calculate Tax, Allow Zero Tax Rate, and Allow
without Rate).

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OpenText VIM: Basic configuration for Document Processing (DP) document types

9. Configure Duplicate Check: This is to check in case a duplicate document is created. After identifying the
document can be routed back to the predefined role for further processing.
a. Go to T-Code /n/OPT/VIM_1CX5
b. Click on New Entries button and enter the Duplicate Check Group number, Description, Duplicate Check
Type (Function Module and Index Data Field) and Ext. Dup. Check Function. Select Run Duplicate Check in
Central System

c. Select the created group and double click on group field and mention the fields for duplicate check

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OpenText VIM: Basic configuration for Document Processing (DP) document types

10. Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET contains vendors that send PO
based invoices. Vendor can send invoices without providing PO number. If vendor is not found in this table
then system checks for PO number.

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